2 Weeks Out: 

• Final Walk through of the venue
  • Count ticket sales prior- usually sales at this point are 50% of what we will sell. Calculate approximate attendance and increase by 10% to ensure enough seating. 
  • Look at warm up area 
  • Look at Pro Shop Area 
  • Is the Cash Bar in a good spot 
  • Vendor Space?

• Check in with Outside Teams
  • Do they need anything 
  • Are they doing okay on tickets? Meet to collect money from ticket sales and let them keep the remaining tickets to sell.

• Tech Check 
  • Do we have all we need- Projector, Screens, Power Cords 

• Order Break Thru Supplies 
  • Paint 
  • Paint Brushes- Big Foam ones 
  • Glitter (only if not at the gym!!) 
  • Butcher paper rolls- 2 to 3 colors must be at least 3 feet tall 

• Order Senior Sashes 
  • Confirm list of senior athletes and super seniors who this is their final season 
  • Amazon.Com and give to Shelley to add names 

• Prepare staff schedule and release
  • Areas you will need to schedule:
    • Set Up
    • Take Down- All staff must work one or the other 
    • Warm Ups (1) 
    • Pro Shop (3) 
    • Door (3)- 2 at entry, 1 at ticket sales 
    • Stage Director- (1) 
    • Team Greeter (1) Junior Coaches are the team liaisons 

1 Week Out: 

• Teams Make Break Thru Banners 
  • Each team is assigned a buddy team which they create a run through banner for when the team is announced. 
  • These should be made outside and during practice 

• Ensure all team music is on the IPOD 
  • Run practices this week using the ipod

• Ensure all teams are running full outs. 
  • All Star director should watch one from every team this week

• Send out reminders to staff of expectations for the event
  • Set up and Take Down Crews- Arrival and Departure times 
  • What is the dress code for the event 

• Confirm Uhaul 
• Post Reminder on BAND with important details 
  • Arrival and Departure Times
  • Attire

• Daily Posts on Social media hyping up the event. 

1 Day Before:

• Have last teams on Tuesday night roll up the floors before they leave the gym. 
• Sent out reminder to families on BAND with all the important details 
  • Arrival and Departure Times
  • Attire
  • Last chance to pre purchase tickets is today
• Take down speakers from the gym 
• Take down back drop 
• Pack items that are not needed Wednesday at the gym 
  • Microphones
  • Warm Up Speaker and Cords 
  • Pro Shop Items 
  • Hit Zero Pins
  • Extra Tickets 
  • Warm Up Schedules 
  • Step Repeat 
  • Border for floor 
  • Music IPOD
• Take a load to the Convention Center 
  • Set Up:
    • Back Drop 

Day of Event 

• Set up crew arrives at the gym at  7am 
  • Load Floor- Full Spring and 12 Panels for warm up
  • Take to Convention Center and set up main stage 
  • Set Up warm up area 
    • Floor A- Stretch Mat 2 Panels
    • Floor B- Stunt Mat 3 Panels 
    • Floor C- Run Through Floor- 7 Panels 
  • Goal Floors set up and out by noon for lunch 

• Pro Shop Crew arrives at the Convention Center at 9am
  • Set up pro shop area 
  • Test CC reader 
  • Make sure all items are tagged 
  • Ensure we have proper change 
  • Goal- Done by Noon and afternoon off

• A/V Set up and Testing 
  • Sounds 
  • Lights 
  • Video 

• Set Up Door
  • Admission pricing signs hung
  • Cash ready for change 
  • Signs for entry with pre-purchased tickets 

• All Staff arrive by 3pm- Dressed and ready 
  • Final touches and checks 
  • Staff Meeting to review procedures and plans for the day

After Showcase:

• Take down crew
  • Break Down and Roll Up floors
  • Load into Truck 
  • Head back and get set back up at the gym 
  • Do not worry about cleaning as the cleaners come on Friday morning.

• All Star Director Collects Cash:
  • Pro Shop 
  • Door Sales 

• Pro Shop Break Down 
  • Items packed that are not sold.
  • Return Items to the gym
  • Set pro shop back up 

• Monday management meeting 
  • Review- Good/Better Next Time 
    • Keep notes in our black book 
  • Review Financials of Showcase 

• All Star Director 
  • Watches and reviews performances for issues that need to be handled before our